Documents to keep in your truck cab: an inspection-ready checklist

Documents to keep in the truck cab are easy to forget until an officer asks for them. A roadside inspection can start with a simple question: "Can I see your paperwork?" If a required paper is missing, a short stop can turn into a violation on your record. This checklist covers the documents the rules say must be in the truck, and how to keep them in order.

Why the papers in your cab matter

Inspectors check the driver, the truck and the paperwork. At a Level III inspection, which CVSA (the Commercial Vehicle Safety Alliance) calls a driver, credential and administrative inspection, the officer looks at things like your license, your medical certificate, your hours of service records and your carrier identification. Missing papers can mean a violation, a delay, or worse.

Violations go on your inspection record. Brokers and others can see your safety data. A clean, organized cab folder helps you get back on the road faster.

Documents to keep in the truck cab: the ELD packet

If you use an ELD (electronic logging device), 49 CFR 395.22(h) says the motor carrier must make sure its drivers have an ELD information packet on board. It must contain:

1. An instruction sheet on data transfer. It explains how the ELD sends your hours of service records to an officer, step by step.
2. An instruction sheet on malfunctions. It explains the ELD malfunction reporting rules and what records to keep if the ELD fails.
3. Blank paper log sheets. A supply of blank driver's record of duty status graph-grids, enough to record your duty status for at least 8 days.

Your ELD provider usually supplies the instruction sheets. Print them and keep them in the truck, even if they are also on the device. If you switch to a new ELD, replace the sheets with the new device's sheets.

Your registration and fuel tax papers

• IRP cab card. If your truck has apportioned plates under IRP (International Registration Plan), the cab card is your registration document. It lists your registered weight in each jurisdiction. In Texas, TxDMV says your cab card or registration receipt serves as proof of both inspection and registration. Keep it in the truck.
• IFTA license copy. The IFTA Articles of Agreement say the licensee must make legible copies of the IFTA license so one copy is carried in each vehicle. A vehicle is not considered to be operating under IFTA unless a copy of the license is in the vehicle. Your IFTA decals go on the truck itself.
• Trip permits, if you are using one instead of IRP or IFTA. In Texas, the Comptroller says the receipt for a fuel trip permit must be carried in the vehicle.

Driver documents

• Your CDL. Officers check your license at every inspection level.
• Medical certificate. CVSA lists the Medical Examiner's Certificate among the items checked at Level I, II and III inspections. Make sure your medical certification is current and on file. Read our article on the DOT medical card.
• Proof of insurance as required for your operation. This is a legal step for your authority.

How to organize your cab folder

1. Use one folder or binder, always in the same place.
2. Put a checklist on the front page.
3. Check expiration dates once a month.
4. Replace anything that changes: new truck, new ELD, renewed registration.
5. Keep digital copies on your phone as a backup, but do not count on them alone where a paper copy is required.

When to call TCZ Permits

Missing a cab card, an IFTA license or another filing? Call us at 956-526-6727. We build your whole file, from USDOT and MC to IRP, IFTA and UCR. See our filing guide.

Common questions

What ELD documents do I need in the truck? Under 49 CFR 395.22(h): a data transfer instruction sheet, a malfunction instruction sheet and blank paper log sheets for at least 8 days.

Do I need to carry my IFTA license in the truck? Yes. The IFTA Articles of Agreement say a copy of the license must be carried in each vehicle.

What is a cab card? It is the IRP registration document for apportioned plates. It shows the truck and its registered weight in each jurisdiction.